Who can create a "Missing Receipt Policy"
Admins and Accountants are able to set up a policy for missing receipts.
Blocked cards can be seen under "Cards" > "All Cards" with status blocked. The side drawer shows if the card was blocked manually by an Admin or if it was blocked by the policy.
How to create a "Missing Receipt Policy"
Click on "Settings" > "Card transactions"
Select "Configure" in the section 'Missing Receipt Policy'
In the policy you can specify the following parameters to block cards
Nr of missing receipts
Nr of days the receipts are missing (from transaction date)
Which card types you want to block
Which individual cards you want to exclude from the policy
We will show you how many users and cards will be affected by the policy.
You will then see the summary of the policy once it’s been created.
Automatic blocking
Once the policy has been activated, the system will perform hourly checks for users that qualify to the blocking conditions and block all their active cards. Cards that are in delivery or pending approval will not be blocked until activated.
The first cards will be blocked in an hour after activating the policy and every hour new cards can be blocked if more people qualify to the policy conditions.
Notifications
When the cards are blocked the card holder receives an email listing their cards that have been blocked and the transactions that are missing receipts. Replying to this email with receipts attached will automatically forward them to the receipt inbox. An in-app notification will be sent as well.
Unblocking
Unblocking will happen automatically once receipts are uploaded. For all of the user cards to be unblocked the amount of missing receipts must be less than specified in the policy settings (or they must be outstanding for less days than specified).
If Admins mark receipts as not needed, it will also trigger unblocking of the cards.
Once the cards are unblocked both the card holder and the Admin get emails with the list of cards that were unblocked.
Admins can also manually unblock cards if needed. These cards will not be blocked by the policy again.